COAT-ARM Hastings District Council

 

Civic Administration Building

Lyndon Road East, Hastings 4156

Phone:  (06) 871 5000

Fax:  (06) 871 5100

www.hastingsdc.govt.nz

 

 

 

 

 

OPEN

 

M I N U T E S

 

 

 

 

Council

 

 

 

Meeting Date:

Thursday, 27 September 2018

 


CG-14-1-00976                                                                           1

Minutes of a Meeting of the Council held on

27 September 2018 at 1.00pm

 

Table of Contents

 

Item                                                                                    Page No.

 

1.         Prayer  1

2.         Apologies  1

3.         Seal Register  1

4.         Conflicts of Interest 1

5.         Confirmation of Minutes  2

17        Recommendation to Exclude the Public from Items 18, 19, 20 and 21  2

8.         Variation 4 - Iona Residential Rezoning Update  4

9.         Submission to the Ministry for the Environment on the Draft National Planning Standards  4

6.         Proposed Arataki Road Link reserve - Request to purchase  4

7.         Request to occupy a portion of Tanner Street reserve  4

10.       Summary of Recommendations of the Rural Halls Subcommittee meeting held 11 September 2017  5

11.       Summary of Recommendations of the HDC: Maori Joint Committee meeting held 15 August 2018  6

12.       2019 Meeting Calendar for Council and Committees  7

13.       Requests Received under the Local Government Official Information and Meetings Act (LGOIMA)  Monthly Update  8

14.       Updated 2018 Meeting Schedule Changes  8

15.       Additional Business Items  8

16.       Extraordinary Business Items  8

 

 


CG-14-1-00976                                                                           1

 

HASTINGS DISTRICT COUNCIL

 

MINUTES OF A MEETING OF THE COUNCIL HELD IN THE Council Chamber, Ground Floor, Civic Administration Building, Lyndon Road East, Hastings ON  Thursday, 27 September 2018 AT 1.00pm

 

 

Present:                          Mayor Hazlehurst (Chair)

Councillors Barber, Dixon, Heaps, Kerr, Lawson, Lyons, Nixon, O’Keefe, Poulain, Redstone, Schollum, and Watkins.

 

IN ATTENDANCE:             Acting Chief Executive (Mr N Taylor)

Group Manager: Asset Management (Mr C Thew)

Group Manager: Planning and Regulatory Services (Mr J O’Shaughnessy)

Acting Group Manager: Economic Growth and Organisation Improvement (Mr R Oosterkamp)

Group Manager: Human Resources (Mrs B Bayliss)

Chief Financial Officer (Mr B Allan)

Group Manager: Community Facilities & Programmes (Mrs A Banks)

Parks and Property Services Manager (Mr C Hosford)

Environmental Policy Manager (Mr R Wallis)

Pou Ahurea Matua – Principal Advisor: Relationships, Responsiveness and Heritage (Dr J Graham)

Committee Secretary (Mrs C Hunt)

 

AS REQUIRED:                  Mr Adam Feeley (Rationale Limited) and Mr Jon Nichols (Nichols Consulting Limited) (Public Excluded Item19)

 

 

 

1.         Prayer

The opening prayer was given by Pastor Cliff Cherry, Red Point Church.

 

2.         Apologies  

Leave of Absence had previously been granted to Councillor Harvey and Councillor Travers.

 

3.         Seal Register

 

Mayor Hazlehurst/Councillor Kerr

That the Seal Register lie on the table.

CARRIED 

 

4.         Conflicts of Interest

There were no declarations of conflicts of interest.

 

5.         Confirmation of Minutes

 

Mayor Hazlehurst/Councillor Redstone

That the minutes of the Council Meeting held Thursday, 30 August and 6 September 2018, including while the public were excluded be confirmed as a true and correct record and be adopted.

CARRIED 

 

Mayor Hazlehurst advised that Public Excluded Items 18, 19, 20 and 21 would be addressed prior to the remaining items in the Open Agenda with the reason being that they were very significant issues and may require more time for discussion. 

 

17.

Recommendation to Exclude the Public from Items 18, 19, 20 and 21 

 

SECTION 48, LOCAL GOVERNMENT OFFICIAL INFORMATION AND MEETINGS ACT 1987

 

Councillor Kerr/Councillor Watkins

THAT the public now be excluded from the following parts of the meeting, namely;

18.       Hawke's Bay Opera House Precinct - Municipal Building Strengthening

19.       Parks and Open Space Maintenance Services Contract

20.       Te Mata Eastern Escarpment - Options Development Report

21.       Future Investment in Heretaunga House

The general subject of the matter to be considered while the public is excluded, the reason for passing this Resolution in relation to the matter and the specific grounds under Section 48 (1) of the Local Government Official Information and Meetings Act 1987 for the passing of this Resolution is as follows:

GENERAL SUBJECT OF EACH MATTER TO BE CONSIDERED

 

REASON FOR PASSING THIS RESOLUTION IN RELATION TO EACH MATTER, AND PARTICULAR INTERESTS PROTECTED

GROUND(S) UNDER SECTION 48(1) FOR THE PASSING OF EACH RESOLUTION

 

18.   Hawke's Bay Opera House Precinct - Municipal Building Strengthening

Section 7 (2) (i)

The withholding of the information is necessary to enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations).

To protect negotiations yet to be completed.

Section 48(1)(a)(i)

Where the Local Authority is named or specified in the First Schedule to this Act under Section 6 or 7 (except Section 7(2)(f)(i)) of this Act.

19.   Parks and Open Space Maintenance Services Contract

Section 7 (2) (a)

The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person.

Section 7 (2) (i)

The withholding of the information is necessary to enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations).

To protect negotiations currently underway and to protect the privacy of natural persons (staff).

Section 48(1)(a)(i)

Where the Local Authority is named or specified in the First Schedule to this Act under Section 6 or 7 (except Section 7(2)(f)(i)) of this Act.

20.   Te Mata Eastern Escarpment - Options Development Report

Section 7 (2) (b) (ii)

The withholding of the information is necessary to protect information where the making available of the information would be likely to unreasonably prejudice the commercial position of the person who supplied or who is the subject of the information.

To enable negotiations to be undertaken with affected parties.

Section 48(1)(a)(i)

Where the Local Authority is named or specified in the First Schedule to this Act under Section 6 or 7 (except Section 7(2)(f)(i)) of this Act.

21.   Future Investment in Heretaunga House

Section 7 (2) (h)

The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

Deliberation on the capital investment programme for Heretaunga House.

Section 48(1)(a)(i)

Where the Local Authority is named or specified in the First Schedule to this Act under Section 6 or 7 (except Section 7(2)(f)(i)) of this Act.

 

And that the following persons be permitted to join the meeting after the public have been excluded for Item 19 (Parks and Open Space Maintenance Services Contract) because their respective knowledge of the matter under consideration is essential to assisting the Council by providing an opportunity for questions of clarification:

 

·         Mr Adam Feeley (Rational Limited); and

·          Mr Jon Nichols (Nichols Consulting)

CARRIED 

 

____________________

Having addressed Public Excluded Items 18, 19, 20 and 21 the meeting

resumed in Open Session at 3.55pm to address the remainder

of the Open Agenda Items.

____________________

 

 

 With the agreement of the meeting Items 8 and 9 were taken out of order.

 

 

 

8.

Variation 4 - Iona Residential Rezoning Update

(Document 18/894)

 

 

Councillor Lyons/Councillor Kerr

A)        That the report of the Senior Environmental Planner Policy (Special Projects) titled Variation 4 - Iona Residential Rezoning Update dated 27/09/2018 be received for information purposes.

 

CARRIED

 

 

9.

Submission to the Ministry for the Environment on the Draft National Planning Standards

(Document 18/891)

 

Councillor Kerr/Councillor O'Keefe

A)        That the report of the Senior Environmental Planner Policy (Special Projects) titled Submission to the Ministry for the Environment on the Draft National Planning Standards dated 27/09/2018 be approved.

 

B)        That the submission to the Ministry for the Environment (REG-10-8-18-913)on the Draft National Policy Statement be endorsed.

CARRIED

 

 

6.

Proposed Arataki Road Link reserve - Request to purchase

(Document 18/875)

 

 

Mayor Hazlehurst/Councillor Lawson

A)           That the report of the Parks and Property Services Manager titled Proposed Arataki Road Link reserve - Request to purchase dated 27/09/2018 be received.

 

B)          That Item 6 titled “Proposed Arataki Road Link Reserve – Request to Purchase” dated 27 September 2018 lie on the table until further information has been obtained from the developer.

CARRIED

 

 

7.

Request to occupy a portion of Tanner Street reserve

(Document 18/879)

 

 

The Parks and Property Services Manager, Mr Hosford displayed a collection of photos (CG-14-1-00970) showing the encroachments and state of the existing structures.

 

Councillor Poulain and Councillor O’Keefe withdrew from the meeting at 4.10pm and rejoined the meeting at 4.20pm.

 

Councillor Dixon/Councillor Barber

A)        That the report of the Parks and Property Services Manager titled “Request to occupy a portion of Tanner Street reserve ” dated 27/09/2018 be received.

B)       That Council adopt Option 2 and thereby agree to grant the owners of 28a Tauroa Road a Licence to Occupy a portion of 120m2 of Tanner Street Reserve for a fee of $30.00 per annum for a period of seven years.

C)        That the Acting Chief Executive be authorised to enter into a Licence to Occupy to allow the owners of 28a Tanner Street to erect a retaining wall that complies with the Requirements of the Building and Resource Management Acts.

D)        That a file note be placed on the property file for 28a Tauroa Road advising of the terms and conditions of the Licence to Occupy as important information for prospective purchasers.

With the reasons for this decision being that the objective of the decision will contribute to meeting the current and future needs of communities for performance of regulatory functions in a way that is most cost-effective for households and business by:

i           allowing the removal and remediation of an illegal structure that will provide an improved outcome without affecting reserve values by exercising of regulatory functions that helps create a safe environment.

 

 

Following considerable discussion the mover and seconder withdrew the above motion.  The meeting requested that additional information, including the cost of the fence be provided at a future meeting.

 

 

Mayor Hazlehurst/Councillor Nixon

A)        That the report of the Parks and Property Services Manager titled Request to occupy a portion of Tanner Street reserve dated 27/09/2018 be received.

B)       That Item 7 titled “Request to Occupy a portion of Tanner Street Reserve” dated 27 September 2018 lie on the table until further information has been obtained.

CARRIED

 

 

10.

Summary of Recommendations of the Rural Halls Subcommittee meeting held 11 September 2018

(Document 18/808)

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Mayor Hazlehurst/Councillor Watkins

A)   That the report of the Group Manager: Community Facilities & Programmes titled “Summary of Recommendations of the Rural Halls Subcommittee meeting held 11 September 2017” be received.

B)   The following allocations of funding of the Rural Halls Subcommittee meeting held 10 September 2018 are for information:

 

       “4.  RURAL HALLS MAINTENANCE 2018/19 FUNDING ROUND”

 

A)      That the report of the Community Grants & Projects Advisor titled Rural Halls Maintenance - 2018/2019 Funding Round dated 10/09/2018 be received.

 

B)     That all the building inspections for rural halls at a cost of up to $500 per hall be met from the Rural Halls Maintenance Reserve Fund.

 

C)     That the Parks and Property Services Manager be requested to undertake an  audit of all rural halls and report back to the next meeting of the Subcommittee with a plan for the Rural Community Board to  assess priorities and expectations for rural hall partners to ensure that rural halls are fit for purpose.

 

D)     That the application for Pakowhai Hall Earthquake strengthening assessment lay on the table pending the submission of a quote to undertake the assessment.

 

E)      That the following grants be allocated from the 2018/2019 Rural Halls Maintenance fund:

 

Hall

Project

Grant

 

Te Awanga

Roof repair to meeting room

Contingency for consenting (if necessary)

$3,824

 

$574 

 

Farndon Park

Alterations to the building interior layout and refinish interior.

$3,361

 

Twyford & Raupare

Install fire alarm and monitoring system.

$6,288

 

Patoka

Fit heat pump to improve comfort levels for school use.

$1,733

 

Total Maintenance Grants:

2018/2019 budget $20,000

 

$15,780

Maraekakaho

Earthquake strengthening assessment.

$5,750

 

Total earthquake assessment/ strengthening grants:

 

2018/2019 budget $30,000

 

$5,750

Total Grants 2018

Total budget 2018/2019 $50,000

 

 

$5,750.00

CARRIED

 

 

11.

Summary of Recommendations of the HDC: Maori Joint Committee meeting held 15 August 2018

(Document 18/807)

 

 

 

Mayor Hazlehurst/Councillor Barber

A)   That the report of the Pou Ahurea Matua - Principal Advisor: Relationships, Responsiveness and Heritage titled “Summary of Recommendations of the HDC: Maori Joint Committee meeting held 15 August 2018” be received.

B)   The following recommendation of the HDC - Māori Joint Committee meeting held 15 August 2018 be ratified:

 

       “4.      TE AWA O TE ATUA RESERVE

 

A)   That the report of the Pou Ahurea Advisor: Responsiveness, Relationships & Heritage titled Te Awa o Te Atua Reserve dated 15/08/2018 be received.

B)   That the Committee continues to support the development of Te Awa o Te Atua Reserve.

     5. PRESENTATION OF PROGRESS OF HASTINGS URBAN STORMWATER MONITORING AND ACTIVITIES

A)      That the report of the Stormwater Manager titled Presentation of progress of Hastings Urban Stormwater monitoring and activities dated 15/08/2018 be received.

  B)      That the Council and the HDC : Māori Joint Committee support the approach to stormwater management as one method to improve the quality of stormwater discharge from the urban district.

7.    REVIEW OF MĀORI PARTICIPATION IN COUNCIL DECISION MAKING

Following a wananga held with tangata whenua members of the HDC : Maori Joint Committee this recommendation has been deferred pending a further report to the HDC : Māori Joint Committee meeting on 28 November 2018.

CARRIED

 

 

12.

2019 Meeting Calendar for Council and Committees

(Document 18/760)

 

 

Councillor Nixon/Councillor Heaps

A)        That the report of the Democratic Support Manager titled 2019 Meeting Calendar for Council and Committees dated 27/09/2018 be received.

B)        That the 2019 Meeting Calendar (CG-14-1-00932) as attached to the report in (A) above be adopted.

CARRIED

 

 

 

13.

Requests Received under the Local Government Official Information and Meetings Act (LGOIMA)  Monthly Update

(Document 18/897)

 

 

It was noted that officers investigate the cost and possibility of charging for future LGOIMA requests.

 

Councillor Kerr/Councillor Nixon

A)        That the report of the Democratic Support Manager titled Requests Received under the Local Government Official Information and Meetings Act (LGOIMA)  Monthly Update dated 27/09/2018 be received.

B)        That the LGOIMA requests received in August and September 2018 as set out in Attachment 1 (IRB-2-01-18-1406) of the report in (A) above be noted.

CARRIED

 

 

14.

Updated 2018 Meeting Schedule Changes

(Document 18/904)

 

 

 

Councillor Watkins/Councillor Schollum

A)        That the report of the Democratic Support Manager titled Updated 2018 Meeting Schedule Changes dated 27/09/2018 be received.

B)        That the 2018 Meeting Schedule be amended as follows:-

Committee

Date

Time

Venue

Hastings District Rural Community Board

3 December 2018

1.00pm

(Previously 2.00pm)

Landmarks Room

Rural Halls Subcommittee

3 December 2018

2.30pm

Landmarks Room

 

 

CARRIED

 15.      Additional Business Items

            There were no additional business items.

 

16.       Extraordinary Business Items

            There were no extraordinary business items.

________________________

 

The meeting closed at 4.50pm

 

Confirmed:

 

 

 

Chairman:

Date: